The vertical file index: facilitating access to an untapped resource via a web database.

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Advisor: Stephanie W. Haas.

A vertical file is a collection of materials such as pamphlets, brochures, and government documents that are too small or ephemeral to be bound. The vertical file in the School of Information and Library Science has been virtually unused for years; as a result, it has become an out-dated resource.

The purpose of this study was to create a system to solve the existing problems associated with the vertical file in the SILS library. An initial study revealed that fewer than seven percent of SILS students and faculty had ever used the vertical file; however, a

significant number of people reported that they would be more likely to use it if it had an online index. A web-accessible searchable index was created to make using the vertical file more convenient for library patrons. Data entry forms were designed in the database to facilitate the library staff’s management of the index’s contents.

Headings:

Ephemeral materials – Cataloging

University of North Carolina at Chapel Hill – School of Information and Library Science

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THE VERTICAL FILE INDEX:

FACILITATING ACCESS TO AN UNTAPPED RESOURCE VIA A WEB DATABASE

by

Betsy A. McGrath

A Master's paper submitted to the faculty of the School of Information and Library Science of the University of North Carolina at Chapel Hill

in partial fulfillment of the requirements for the degree of Master of Science in

Information Science.

Chapel Hill, North Carolina April, 2000

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INTRODUCTION TO THE PROBLEM

Overview

A vertical file is a collection of materials such as pamphlets, brochures,

newspaper clippings, and government documents that are too small or ephemeral to be bound. These materials are generally placed in a filing cabinet categorized by subject. The efficacy of the vertical file has long been debated. Is it worth the time and money that is spent on it each year? Evidence supports a positive answer to this question--but this "yes" is not unqualified. For a vertical file to be effective, it must possess certain qualities: it must be current so people want to use it, organized so people can use it, and at least as attractive to the patron as other sources in the library.

The School of Information and Library Science (SILS) library’s vertical file is located on the first floor of the stacks next to the journal collection. According to Gillian Debreczeny, SILS Librarian, the vertical file is virtually unused. The contents have not been weeded and new materials have not been added this year. As indicated by the Librarian, the time needed to maintain the file is more valuably spent on other tasks. The vertical file is currently regarded as a secondary resource--one that does not deserve time taken away from other materials or projects.

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the file is to physically sort through the drawers for pertinent information. This method is not only time consuming but often leads to an unsuccessful search.

The purpose of this study was to create a system to solve the existing problems associated with the vertical file in the SILS library. My first action was to determine how familiar the SILS community waswith its library’s vertical file. Next, I created a web-accessible searchable index to help draw attention to the file’s existence and to make using the file more convenient for library patrons. The primary interest of the SILS Librarian was that the new vertical file system be easy to maintain. To this end, I

designed data entry forms to facilitate the addition, editing, and removal of contents from the index.

Literature Review

The debate over the vertical file is not unique to the SILS library. For years academic librarians have been questioning the best way to organize, display, and present the contents of their vertical files. The vertical file offers materials that cannot be found elsewhere in the library; as a result, it is an important resource not to be overlooked. Pamphlets, bulletins, posters, etc. contain primary information that can complete a

library’s collection often adding materials that are more tailored to its patrons than bound materials. Perhaps one of the vertical file’s most attractive features is that the majority of its contents are acquired by the library free of charge. Many libraries cannot afford to miss out on these resources in these times of decreasing budgets.

In their article Free for all: an analysis of free and inexpensive information, Ellen and Chris Neuhaus discuss the future fiscal value of the vertical file. If the most

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determine whether the amount of free information available to libraries will increase, or at least remain constant. If the availability of inexpensive ephemera decreases, the vertical file will most likely perish. In their study, Neuhaus and Neuhaus determined that the percentage of free materials offered by The Vertical File Index and the Consumer Information Catalog (two of the biggest suppliers to vertical files) has held relatively constant over the past 40 years. In an age in which most resources are becoming more and more expensive, the vertical file’s monetary cost has remained the same.

Carol Smallwood discusses sources for free materials in her article Developing Vertical File Resources. Smallwood shows that populating the vertical file with up-to-date information can be easy and relatively painless. The Internet has made collecting information faster—librarians no longer have to write to organizations or government agencies for pamphlets or fact sheets. Publications can be requested by email or simply downloaded from the Web; downloading documents gives patrons the choice of using hard copies as well as the Web for their research. Smallwood also argues that it does not have to be difficult to encourage patrons to use the vertical file. If the file is current and looks like it would hold current information, patrons will be apt to use it. If the vertical file is in a dusty corner with peeling labels, people will shy away from it.

Efforts have been made to make the vertical file more attractive and easier to use by bringing the resource into the computer age. In Chris Neuhaus’s 1997 article

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library can determine what the vertical file’s folders contain without needing access to the folders themselves. As a result, patrons can search the vertical file contents as they search the library’s general collection from their computer.

Although the patrons’ attitudes toward the vertical file are important, it is the library that can make or break a vertical file by the importance it places on the resource. If the vertical file is viewed by its library as a second-rate resource, it will become one whether automated or not. In 1993 Evelyn Payson, a reference librarian at the University of Wisconsin-Whitewater, surveyed 139 academic libraries regarding their vertical file practices. The results of her study did not offer a conclusive answer as to whether or not libraries should retain the vertical file, but they did show that for a vertical file to be worthwhile, it must be well-maintained. Those libraries with small or loosely maintained vertical files were not satisfied with their current practices. They found the vertical file to demand too much personnel with not enough payback. The vertical file can be seen (by both patrons and librarians) as a “low-tech tool in a high-tech world”. However, Payson found that in libraries with large or active vertical files librarians were equally as satisfied with their decision as librarians without vertical files. Libraries in Payson’s study with actively maintained collections were significantly more likely to say that their vertical files were heavily used than those with static collections.

Evaluation of Patron Awareness

A six-question survey was distributed to all SILS undergraduate students,

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faculty's mail folders and mailboxes respectively. The surveys were anonymous and were returned to me via my student mail folder and a marked collection box in the SILS library. Table 1 shows the results of the survey.

SURVEY QUESTION YES NO TOTAL

1) Before reading this survey, did you know the basic purpose of the

vertical file in a library? 70 56 126

2) Before reading this survey, did you know that the SILS library has a

vertical file? 43 83 126

3) Do you know where the vertical file is located in the SILS library? ₂₇ ₁₆ ₄₃ 4) Have you ever used the vertical file in the SILS library? ₉ ₁₈ ₂₇ 5) Was the information in the vertical file helpful (on average) to your

research? 5 4 9

6) Do you think you would be more apt to use the SILS library vertical file

if its contents were cataloged in a searchable database? 24 3 27

126 people responded to the survey, a return rate of 35%; of these 126 people, 56% reported that they knew the basic purpose of a vertical file. Of this 56%, 39% knew the location of the SILS library vertical file. In other words, only 21% of the survey respondents knew that there is a vertical file in the SILS library and knew where to find the file.

Of the 21% (27 people) who knew that the SILS library has a vertical file and its location, only one third had ever used the vertical file. Of these nine people, about half found it to be useful. In addition, of the 27 people who were fully aware of the SILS library vertical file, 89% (24 people) reported that they would be more likely to use the vertical file if they could search its contents online. See Figure 1.

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The results of the survey present two important conclusions: 1) if the vertical file is to be used, it must be more visible to library patrons and 2) patrons would be more likely to use the vertical file if they were given a method of searching its contents other than wading through the filing cabinet drawer by drawer.

Preliminary System Design

Once the SILS Librarian made the determination to create a searchable index for the vertical file, we made a number of preliminary design decisions.

§ Scope of vertical file: Due to the large amount of out-dated information currently in the vertical file, the new index will catalog only new materials. The vertical file will be emptied of all of its current contents so that the new vertical file will be completely up-to-date and attractive to patrons.

§ Software: To maintain ease-of-use and consistency within the library, no new software will be introduced. The integration of the Vertical File Index with other library software is discussed in Architecture of the Vertical File Index on page 7.

§ Design of database: The database itself must be straightforward. The entire system must be easily teachable to newcomers to the library staff. The design is discussed on page 8 under Database Design.

§ Design of website: All websites created for the SILS library should follow the same basic design. The design of the website is presented on page 10 under Website Design.

0 5 10 15 20 25 30

People

SILS Vertical File Usage

Know the location of the SILS library VF Have used the SILS library VF at least once Found the SILS library VF helpful

Would be more apt to use this VF if it had a searchable database

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§ Deployment: Currently, the Librarian has collected approximately fifty documents that will be entered into the database. After the initial batch is processed, data will be entered into the database as new materials come into the library. An estimated ten documents will be entered per week.

ARCHITECTURE OF THE VERTICAL FILE INDEX

The Vertical File Index is a four-page website that uses Microsoft Access 2000 and Allaire's ColdFusion 4.0 on its back end. The data for the vertical file is stored in an Access database (VerticalFile.mdb) on the library’s main server; the data is manipulated and displayed using ColdFusion scripts. The website provides a means to browse the contents of the database and to search the database for specific terms.

I chose to create the database for the Vertical File Index in Microsoft Access to maintain ease-of-use and consistency. The SILS library currently uses a MS Access database to manage its Masters Paper Index. This database was created approximately four years ago to provide Web access to the abstracts and bibliographic information of the Masters Papers written by SILS students. The Masters Paper database is maintained by the library's student workers. Due to the transient nature of student workers, at least one new person is trained to manage the database each year. The Vertical File database will be maintained by these same student workers. In order to reduce training time and human error, I modeled the Vertical File database after the Masters Paper database, making performance improvements where possible.

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appropriate folder number(s). Documents are placed in the folders according to their accession date, i.e. the most recent are grouped together. Documents are shifted into different folders as the folders start to fill up (just as stacks are shifted in the library). The folder numbers are recorded with the bibliographic information about the documents. The new vertical file was designed for easy maintenance The drawback to the design is that it makes physical subject searches nearly impossible. However, the system was designed under the assumption that patrons would be more apt to search the

electronic index than perform a manual search. Also, this new design will allow library staff to quickly and easily update the file. Given the importance of currency in a vertical file, the tradeoff between physical subject access and easy maintenance is well

worthwhile.

Database Design

The database uses three tables to encapsulate all the pertinent information about each document in the vertical file (Figure 2). The DOCUMENT table contains

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relationship between documents and subject headings. The primary key for the

DOC_SUB table is the combination of the Accession Number and subject heading (field

names: Accession_Num and Heading). See Figure 2 for the relationship between tables as it is displayed in the Access database.

The ASIS Thesaurus of Information Science and Librarianship (1998) is used to provide the subject headings that populate the SUBJECT table. A thesaurus is used to ensure bibliographic control within the database: like terms will be used to describe like concepts. With advice from the SILS Librarian, I chose the ASIS Thesaurus over others because of its subject matter and depth. We had discussed using Library of Congress (LC) subject headings, but concluded that LC subject headings are too broad for our purposes. The ASIS Thesaurus provides subjects headings that are detailed enough to provide substantial variance between documents. The SUBJECT table will also include those subject headings that are not included in the ASIS Thesaurus but that the SILS Librarian deems relevant for this database. Subject headings will be added to the

SUBJECT table as they are needed to describe new documents entered into the database.

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assign subject headings to each document before it is entered into the database or the vertical file itself.

Three forms were designed in MS Access to reduce data entry errors. The first, "Switchboard", gives easy access to the other forms used in the database. The form titled "Subject Headings" provides two text boxes in which the subject heading and its

abbreviation (if one exists) are entered. This form enters data directly into the

SUBJECT table. Finally, the form titled "Documents" serves three functions: to insert

documents into the database, to edit existing documents in the database (such as when a document’s folder number changes), and to delete documents from the database when they are taken out of the vertical file. This form manipulates data in both the

DOCUMENT and the DOC_SUB tables. Each form was created to be as user-friendly and intuitive as possible. The User Manual (Appendix B) gives explicit instructions on how to use each form to gain maximum functionality.

Website Design: (http://dbserv.ils.unc.edu/projects/VerticalFile/scripts/index.cfm)

As with the database, the website for the vertical file was modeled after that of the Masters Paper Index. Because the Masters Paper Index and vertical file website are maintained by the same organization (SILS Library), I wanted to maintain the same style throughout both. Graphics were borrowed from the Masters Paper Index and modified to fit the vertical file's theme. Both websites provide library patrons with a means to search the contents of the databases online.

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allows users to search under abbreviations or acronyms. For example, a user searching under the term "MLA" would be returned all documents with the subject heading "Medical Library Association". A search by keyword will return documents with the search term in any appropriate field associated with documents: Accession Date, Title, Subtitle, Author, Publisher, Publication Date, and Subject Heading. Wildcards are used in both queries to provide high recall: if a user enters a subject search using the search term "lib", all documents with the letters "lib" in any related subject heading will be returned (public libraries, library history, etc.).

The scripts (Appendix C) for the webpages were created in Allaire's ColdFusion Version 4.0. As with my other decisions on software and design, ColdFusion was

selected as the web development application because it is already used with the Masters Paper Index and because of its short learning curve. ColdFusion is an easy application to learn because it does not require the knowledge of a traditional programming language. The scripts are written primarily in Hypertext Markup Language (HTML) with a few add-ons (such as queries) in ColdFusion Markup Language (CFML). A basic

understanding of HTML and Structured Query Language (SQL) will be sufficient knowledge for anyone doing upkeep on the website.

Testing the Index

To ensure that the Vertical File Index works correctly, I tested each stage of its development. Sample documents and sample search terms were tested until the entire system worked without error:

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iterated through this process multiple times encountering and overcoming hurdles such as bugs in the Visual Basic code running the forms.

§ Webpage scripts: After writing the preliminary scripts, I queried the database using various search terms in both the “Subject Heading” search field and the “Search All Fields” search field. I searched on

approximately 25 terms, phrases, and characters (e.g. “grants”, libraries”, “gr” and “ # “) and was presented with accurate results.

§ Usability: To ensure that a newcomer would understand how to perform both data entry into the database and searches on the website, I sat with the SILS Librarian as she tested the system. She easily understood the concepts behind the forms and was able to move between them smoothly. However, this test produced new problems: error messages appeared as the Librarian entered data into the “Documents” form due to additional glitches in the Visual Basic code. After resolving these final issues, the forms were re-tested and no errors were encountered.

FUTURE CONSIDERATIONS

As shown earlier in Table 1, the results of the vertical file survey showed that only 56% of the SILS community (who participated in the survey) knew the purpose of the vertical file. In other words, almost half of the community was unaware of the store of information that this resource could lend to their research. The survey results also showed that fewer than 25% of survey participants knew the location of the vertical file in the SILS library. The first steps in encouraging patrons to use the vertical file are to educate them about its potential and to advertise the vertical file as a viable resource. Carol Smallwood suggests using “a few colorful vertical file materials displayed in plastic easels to show what’s in the drawers.”

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money on resources that library patrons find useful to their research. To that end, it will be important to keep a record of how often the vertical file is accessed and whether or not its contents prove to be beneficial to those using it.

My first suggestion is to track the usage of the Vertical File Index website by employing a usage counter. I have added a counter (provided free by Netscape) to the front page of the website (../VerticalFile/scripts/index.cfm) that does not appear on the webpage but provides statistics about its usage. This counter can be added to each page of the website to gain insight into how people use the site, or it can be left as it is to count only the occurrences of hits on the front page. Because the website is only a portal into the vertical file, other means of tracking usage of the file itself must be utilized.

To determine how often the contents of the vertical file are accessed, patrons should be asked not to re-file the documents they examine. Placing a receptacle on top of the file cabinet with clear instructions to place used folders inside will reduce error. Each day the folders can be counted, recorded, and re-filed in their proper location by the library staff. I would suggest asking patrons to rate whether or not they found the information they found in the vertical file to be of use to their research. An example is given in Figure 3.

Please mark one box for each folder you accessed.

The information I found in the vertical file was…

Date helpful to my research. related to but did not help my research.

not at all helpful to my research.

4/1 Ö

4/5 Ö

4/20 Ö

4/28 Ö

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The SILS Library vertical file has not been well maintained for years –

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References

Brown, M.R. & Honeycutt, J., et al. Special Edition Using HTML 4. Indianapolis: Que Corporation, 1998.

CFML Language Reference. Version 4.0. Cambridge, MA: Allaire Corporation. Jennings, Roger. Special Edition Using Microsoft Access 2000. Indianapolis: Que

Corporation, 2000.

Milstead, Jessica L. (Ed.) ASIS Thesaurus of Information Science and Librarianship. Medford, NJ: Information Today, Inc., 1998.

Neuhaus, Chris. “Developing a hypertext World Wide Web ve Collection Building 16(1997): 66-72.

Neuhaus, Ellen and Chris Neuhaus. “Free for all: an analysis of free and inexpensive Collection Building 17(1998): 105-110.

Payson, Evelyn. “The vertical file: retain or discard?” College and Research Libraries 56(1995): 423-432.

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Appendix A:

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THE UNIVERSITY OF NORTH CAROLINA

AT CHAPEL HILL School of Information and Library Science

Phone# (919) 962-8366 Fax# (919) 962-8071

The University of North Carolina at Chapel Hill CB# 3360, 100 Manning Hall

Chapel Hill, N.C. 27599-3360

March 10, 2000

Dear SILS Student or Faculty Member,

To fulfill the requirements for the Masters degree in Information Science, I am completing a Masters Project about the SILS library vertical file. A vertical file is a collection of pamphlets, brochures, newspaper clippings, and government documents that are too small or ephemeral to be bound. These materials are generally placed in a filing cabinet categorized by subject.

The purpose of the attached survey is to determine how many people use the vertical file in our library. I will use these results in a study on whether an online database would be valuable to increase usage of the resource.

You are not required to complete the survey, but doing so will provide valuable information to my study. Do not write your name on the survey. Completed surveys can be placed either in the marked collection box on the SILS library helpdesk or in my student mailbox outside the library. Please return the survey by March 20, 2000.

Your participation in the study is voluntary and your survey will remain anonymous. You may contact me, my faculty advisor Stephanie Haas, or the UNC-CH Academic Affairs Institutional Review Board

(AAIRB) at any time during this study if you have concerns about your rights as a research subject. The AAIRB can be reached at:

Chair: David A. Eckerman

Mail: 201 Bynum Hall, CB# 4100,UNC-CH, Chapel Hill, North Carolina 27599-4100 E-Mail: [email protected]

Phone: (919) 962-7761

Thank you in advance for your participation in this study. If you have any questions, please e-mail me at

[email protected].

Betsy McGrath

Masters Degree Candidate

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Usage of the Library's Vertical File

in the School of Information and Library Science

at the University of North Carolina--Chapel Hill

1. Before reading this survey, did you know the basic purpose of the vertical file in a library?

2. Before reading this survey, did you know that the SILS library has a vertical file?

3. Do you know where the vertical file is located in the SILS library?

4. Have you ever used the vertical file in the SILS library?

5. Was the information in the vertical file helpful (on average) to your research?

6. Do you think you would be more apt to use the SILS library vertical file if its contents were cataloged in a searchable database?

Please place this survey in the marked box on the SILS Library help desk or in Betsy McGrath's student mail folder by MARCH 20, 2000.

Thank you for your time!

NO YES

NO --Thank you for completing this survey! YES

NO (please skip to question 6) YES

NO YES

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Appendix B:

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Vertical File Index

Database Manual

The Database

The database consists of three tables: DOCUMENT, SUBJECT, and DOC_SUB and two main forms: SubjectHeadings and Documents. Data can be entered directly into the tables, but using the provided forms will reduce errors in the database. Following is the Switchboard that is used to gain access to all the forms needed for the database.

I. Entering Subject Headings into the Database

There are two ways to enter Subject Headings in the database. To directly enter multiple subject headings:

1. From the Switchboard, click “Subject Headings”.

2. Enter the subject heading and any abbreviation that is associated with it (e.g. Subject Heading: Medical Library Association Abbreviation: MLA).

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3. Click "Enter Another" to save the current subject heading and enter another.

4. Click "Close Form" to save the current subject heading and exit the form.

To enter a subject heading while you are entering a document, see instructions below under III-2.

II. Entering Materials into the Database

1. From the Switchboard, click “Documents".

2. Every document in the Vertical File has an Accession Number. This number distinguishes each document from the others. The Accession Number will be automatically assigned when you enter the document into the database. Be sure to note this number on the document itself.

3. Enter the following fields about the document.

a) Accession Date - date the library acquired the document

b) Title

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d) Author - if the author is a single person, use the format Lastname, Firstname. Many times the author will be an organization.

e) Publisher

f) Publication Date - this can be either a whole date (e.g.

mm/dd/yyyy), a season (e.g. Summer 2000), or just the year (e.g. 2000)

g) Folder Number - after you determine which folder the document will be stored in, type that number here

4. Choose the Subject Headings that are associated with the document: a) choose a subject heading from the drop-down list.

b) to add another subject heading to the document, click "Choose Another" and then select again from the drop-down list.

c) if the subject heading you need is not in the drop-down list, click "Create".

• enter the subject heading(s)--and abbreviation(s) if necessary

• when you have entered all you need, click "Close" to save your entries and close the form

d) continue to click "Choose Another" and select from the drop-down box or to "Create" subject headings until you have selected all that you need.

5. Click "New Document" to enter another document into the database or click "Close Form" if you are finished entering documents. (Use CTRL TAB to move from the Subject Heading subform into the main form.)

III. Editing Existing Documents

2. Click "Edit Existing Document" and choose an Accession Number from the drop-down list.

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4. To edit the subject headings associated with the document, click "View Current Subject Headings".

• to delete a subject heading from the list, click the delete button:

• to add another subject heading click "Choose Another"

5. Click "Hide" to hide the subject heading list when you are finished editing.

6. Choose another document from the Accession Number drop-down list or click "Close" to close the form. (Use CTRL TAB to move from the Subject Heading subform into the main form.)

IV. Deleting Documents

2. Click "Edit Existing Document" and choose an Accession Number from the drop-down list.

3. To delete the document, click the delete button:

The Website

The records in the Vertical File website should be updated using the Access database forms discussed above. The website should be used for viewing and searching the database contents only.

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There are two ways to search the database on the Web: search by subject heading and search all fields.

• searching by subject heading: only the fields Heading and Abbreviation in the DOC_SUB and SUBJECT tables are searched

• searching all fields: every field in the DOCUMENTS and DOC_SUB tables is searched

Details

Font used in Header images: Calisto MT, Bold, 26pt Usage Counter: http://websitegarage.netscape.com/

• Login Name: VerticalFileDB

• Password: file

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Appendix C:

Cold Fusion Scripts

Front Page

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ColdFusion Script for Vertical File Index – Front Page (Page 1 of 2)

<!DOCTYPE HTML PUBLIC "-//W3C//DTD HTML 4.0 Transitional//EN">

<TITLE>Search the Vertical File Index</title> </head>

<BODY>

<p>

<TR>

<TD><FONT size="2"><B>Database Description</b>: This database contains citations to documents housed in the SILS Library Vertical File. <br> Vertical File contents are typically materials such as pamphlets,

brochures, newspaper clippings, and government <br>

documents that are too small or ephemeral to be bound.</font></td></tr> </table>

<p><p>

<TD><FONT face="trebuchet ms" color="navy" size=4><DIV align="center"> Search Subject Headings</div></font></td>

<TD><FONT face="trebuchet ms" color="navy" size=4><DIV align="center"> Search All Fields</div></font></td>

<TD><FONT face="trebuchet ms" color="navy" size=4><DIV align="center"> Browse the Index</div></font></td>

<TR>

</td></tr></div>

</form></table>

<TD><DIV align="center"><TABLE><FORM action="do_searchAll.cfm" method="POST"> <TR><TD><INPUT type="Text" name="searchterm"

size="20"></td></tr>

</div></td></tr> </form></table></div>

<TD><DIV align="center"><TABLE><FORM action="select.cfm" method="GET"> <TR><TD><DIV align="center"><INPUT type="Submit"

value="Go!"> </div></td></tr> </table> </tr> </table> </div> <p>  <br>

<TD width="25%"><DIV align="center"><a href="http://ils.unc.edu/ils/library/"> <IMG src="../graphics/SILSlib.gif" width="108" height="65" border="0"

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ColdFusion Script for Vertical File Index – Front Page (Page 2 of 2)

<TD width="25%"><DIV align="center"><a href="http://www.lib.unc.edu/"> <IMG src="../graphics/UNCLib.gif" width="74" height="89" border="0"

alt="UNC Libraries"></a></div></td>

<TD width="25%"><DIV align="center"><a href="http://www.unc.edu/"> <IMG src="../graphics/UNChome.GIF" width="65" height="72" border="0"

alt="UNC Home Page"></a></div></td> </tr>

</table>

d=document;c='<img WIDTH=1 HEIGHT=1 border=0 '+

'src="http://i92.netscape.com/c.cgi?A3452892$4072018$'; if(parseFloat(navigator.appVersion)>=4){x='x';s=screen; c+=s.width+x+s.height+x+s.pixelDepth+x+s.colorDepth;} d.writeln(c+'$'+d.referrer+'">'); // -->

</script><noscript><img WIDTH=1 HEIGHT=1 border=0 src="http://i92.netscape.com/c.cgi?B3452892$4072018" alt="Hitometer"></noscript>

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ColdFusion Script for Vertical File Index – Search by Subject Heading (Page 1 of 2)

SELECT d.Accession_Num, Title, Subtitle, Author, Acc_Day, Publisher, Pub_Day, Folder, s.Heading

FROM Document d, Doc_Sub ds, Subject s WHERE d.Accession_Num=ds.accession_num and s.Heading=ds.Heading and

(ds.Heading LIKE '%#searchterm#%' or s.abbreviation LIKE '%#searchterm#%') ORDER BY s.Heading

</cfquery>

<title>Subject Heading Search Results</title> </head>

<BODY>

Search Term: <font face="courier new" color="navy">#term#</font> </cfoutput>

<br>

Fields Searched: <font face="courier new" color="navy">Subject Heading</font> </h3></div>

Sorry, no documents matched your query -- try a broader search.</font><p> </div>

<TR>

<TD bgcolor="navy"><B><FONT color="white">Folder</b></font></td><TD> </td><TD> <FONT face=Tahoma size=2>#Folder#</font></td>

</tr><TR>

<TD bgcolor="navy" ><B><FONT color="white">Title</b></font></td><TD> </td><TD> <FONT face=Tahoma size=2>#Title# #Subtitle#</font></td>

</tr><TR>

<TD bgcolor="navy"><B><FONT color="white">Author</b></FONT></td><td> </td><TD> <FONT face=Tahoma size=2>#Author#</font></td>

</tr><TR>

<TD bgcolor="navy"><B><FONT color="white">Publisher</b></font></td><TD> </td><TD> <FONT face=Tahoma size=2>#Publisher#</font></td>

</tr><TR>

<TD bgcolor="navy"><B><FONT color="white">Publication Date</b></font></td> <TD> </td><TD><FONT face=Tahoma size=2>#Pub_day#</font></td> </tr><TR>

<TD bgcolor="navy"><B><FONT color="white">Accession Number</b></font></td> <TD> </td><TD><FONT face=Tahoma size=2>#Accession_Num#</font></td> </tr><TR>

<TD bgcolor="navy"><B><FONT color="white">Accession Date</b></font></td> <TD> </td><TD>

(31)

ColdFusion Script for Vertical File Index – Search by Subject Heading (Page 2 of 2)

<TR>

<TD bgcolor="navy" width="150"><B><FONT color="white">Subject Heading(s)   </b></font> </td><TD> </td><TD>

<CFOUTPUT><FONT face=Tahoma size=2>#Heading#   </font></cfoutput></td> </tr> <TR></tr> </cfoutput> </table> </font> </cfif>

<FONT face="Trebuchet MS" color="navy" size=4> New Search </font>

</tr><TR>

<TD><TABLE><FORM action="do_searchSub.cfm" method="POST"> <TR><TD><INPUT type="Text" name="searchterm"

</form></table></td>

<TD><TABLE><FORM action="do_searchAll.cfm" method="POST"> <TR><TD><INPUT type="Text" name="searchterm"

(32)

ColdFusion Script for Vertical File Index – Search all Fields (Page 1 of 2)

SELECT d.Accession_Num, Title, Subtitle, Author, Acc_Day, Publisher, Pub_Day, Folder, s.Heading

FROM Document d, Doc_Sub ds, Subject s

WHERE d.Accession_Num=ds.accession_num and s.Heading=ds.Heading and

(d.Title LIKE '%#searchterm#%' or d.Subtitle LIKE '%#searchterm#%' or d.Author LIKE '%#searchterm#%' or d.Acc_Day LIKE '%#searchterm#%' or d.Publisher LIKE '%#searchterm#%' or d.Pub_Day LIKE '%#searchterm#%' or ds.Heading LIKE '%#searchterm#%' or s.abbreviation LIKE '%#searchterm#%') ORDER BY d.Acc_Day

</cfquery>

<title>Free Text Search Results</title> </head>

<BODY>

Search Term: <FONT face="courier new" color="navy">#term#</font> </cfoutput>

<BR>

Fields Searched: <font face="courier new" color="navy">All</font> </h3></div>

Sorry, no documents matched your query -- try a broader search.</font><p> </div>

<TR>

</tr><TR>

<TD bgcolor="navy"><B><FONT color="white">Publisher</b></font></td><TD> </td><TD> <FONT face=Tahoma size=2>#Publisher#</font></td>

</tr><TR>

<TD bgcolor="navy"><B><FONT color="white">Publication Date</b></font></td> <TD> </td><TD>

(33)

ColdFusion Script for Vertical File Index – Search all Fields (Page 2 of 2)

<TD bgcolor="navy"><B><FONT color="white">Accession Number</b></font></td> <TD> </td><TD>

<FONT face=Tahoma size=2>#Accession_Num#</font></td> </tr><TR>

<TD bgcolor="navy" width="150"><B><FONT color="white">Subject Heading(s)   </b></font></td><TD> </td><TD>

<CFOUTPUT><FONT face=Tahoma size=2>#Heading#   </font></cfoutput></td> </tr> <TR></tr> </cfoutput> </table> </font> </cfif>

<FONT face="Trebuchet MS" color="navy" size=4> New Search </font>

</tr><TR>

</form></table></td>

(34)

ColdFusion Script for Vertical File Index – View all Documents (Page 1 of 2)

SELECT d.Accession_Num, Title, Subtitle, Author, Acc_Day, Pub_Day, Folder, s.Heading FROM Document d, Subject s, Doc_Sub ds

WHERE d.Accession_Num=ds.accession_num and s.Heading=ds.Heading ORDER BY d.Accession_Num

</cfquery>

<TITLE>Vertical File Index</title> </head>

<BODY>

<TR>

<TD bgcolor="navy"><B><FONT color="white">Accession Number</b></font></td><TD> </td><TD>

<FONT face=Tahoma size=2>#Accession_Num#</font></td> </tr><TR>

</tr><TR>

<TD bgcolor="navy"><B><FONT color="white">Publication Date</b></font></td> <TD> </td><TD>

<TR>

<TD bgcolor="navy" width="150"><B><FONT color="white">Subject Heading(s)   </b></font></td><TD> </td><TD>

<CFOUTPUT><FONT face=Tahoma size=2>#Heading#   </font></cfoutput></td> </tr><TR>

</tr> <TR></tr> </cfoutput> </table> </font>

(35)

ColdFusion Script for Vertical File Index – View all Documents (Page 2 of 2)

<FONT face="Trebuchet MS" color="navy" size=4> New Search </font> <TABLE cellpadding=0>

<TR>

</tr><TR>

</div></td></tr> </form></table></td>

</div></td></tr> </form></table></td> </tr>

</table>

</div>

</font> </body>